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Ims Specialist

5 months ago

Belfast, United Kingdom SPS UK&I Ltd Full time

**Job Purpose**:
**Duties and Responsibilities**:
**Distribution Mail/Couriers**:

- The post holder will be professional at all times when dealing with clients and proactively represent SPS on site promoting excellent customer service
- Carry out multiple daily scheduled mail collection rounds
- To assist with the procurement and delivery of all stationery items
- Process all incoming and outgoing courier items
- Log all incoming “signed” for items onto our internal tracking system (print bar-code identifiers for all items)
- Monitor devices for ad-hoc receipt of faxes, digitise the fax and share with the named recipient ensuring there are no data breaches
- Run regular tracking reports and ensure all items are scanned and signed for at collection/delivery

**Reprographics**:

- Hands on approach and the ability to undertake and manage several tasks simultaneously
- Prioritise workload and to produce it to an acceptable high standard of quality and to exact client specifications and deadline
- Gain full knowledge of ServiceNow, our workflow platform for print, mail & courier requests
- Ensure that the print request components are logged accurately on ServiceNow to allow successful billing
- On completion of print request ensure that the client’s identification is seen when collecting their request
- Preventative maintenance and first line technical support for all Xerox Multifunction Devices (MFD's), request engineer when needed.

**Technical**:

- To produce all work to exact client specification and timeframes
- To operate all equipment to the highest safety standards in line with training provided. And request a service call immediately after a problem arises.
- An intermediate knowledge of IT systems
- Ability to use task scheduling systems to organise routine tasks and prioritise unplanned tasks
- Make accurate bookings for priority mail and courier distribution on supplier websites, ensuring labels and paperwork are produced. And quality check each item being sent

**Records Management**:

- Receive training as a Transearch Administrator (TSA). Then take ownership to ensure to gain full experience of Transearch and Iron Mountain system
- Ensure that you comply with the procedure manual when managing tasks related to the handling of data and files
- Work efficiently by scheduling routine tasks, and prioritising ad-hoc requests that will require a prompt response
- Escalate client queries and service issues to the Information Management Officer (IMO) when necessary
- Gain full knowledge of transearch and Iron Mountain web processes
- Collate management information and administration tasks for reporting and invoicing
- Be attentive while handling files for delivery and collection from the client - Follow all security checks when files are transitioning between the office and off-site via the Iron Mountain representative.
- Delivery and collection of files throughout the office

**Person specification**:
**Qualifications**
- N/A

**One team**
- Work together with service partners of One Team
- Response Able
- Ad-hoc tasks to include reception support, meeting room setups, catering, welcome services, logging any faults within the office (lighting, coffee machines, MFD's, alarms, etc.)
- Train to be a first aider and or fire warden if requested by the client
- Assisting with client queries
- Raise your own security awareness, by attending security workshops and being vigilant
- Adhere to client SOP’s when completing tasks such as key management and issuing of passes

**Roving activities**
- Provide occasional cover at offices across the UK, (duration could be for a single day, a week or longer term if project related)
- Travel and hotels will be booked and paid for, agreed allowance for meals can be expensed

**Procedural**
- Comply with all process and procedural manuals, maintain own knowledge and provide evidence of training
- Ensure service levels are achieved 100% of the time, communicate to line manager when you are at risk of not achieving the SLA
- Provide daily, weekly, and monthly information as required by your line manager
- Timely and accurate entry of job details onto management systems

**Covid**
- A full understanding of all Covid risk assessments and guidelines is required
- Support the One team and the workplace office manager to ensure all staff and clients are following the Covid guidelines
- Agile approach to meet fast changing needs

**Health & Safety Responsibilities**
- Report any deficiencies in systems of work or equipment provided that may result in failure of service delivery or risk to health and safety or the environment
- Work equipment and PPE to be used properly in accordance with all training received
- Report any issues or training needs to your line manager
- Follow company policies and procedures at all times

**N.B**. All roles will be expected to undertake manual handling duties within their physical capabilities. It is therefore, essential that if you have a